Claim System.doc

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CHAPTER 1

INTRODUCTION

The proposed system is known as E-Travel Claim System for Faculty of

Computer Sciences and Information Technology. This system is a web-based system

that enables staff of FCSIT to do claim expenses after finished outside work.

This system is developed to assists the manually process currently. For this

system, there are four users which are Administrator, Staff, Finance and Dean. The

first module is the staff management module. This module will be used by the FCSIT

admin that allows them to add, update and delete staff from the system. The second

module is the claim request that will be used by staff of FCSIT. The staff can apply thetravel claim, can view their travel claim history and also can view their claim status.

The third module is the claim approval. This module will be used by the Dean of

FCSIT. Only dean can approve or reject the pending travel claim and also can view

staffs' travel claim history. The fourth module is for finance, the travel claim will

proceed to the final step which is payment. After dean make approval for the claim, the

administrator staff will send notification to the finance for make payment. These entire

modules will make the process of travel claim more easily, simples and the job moreefficient and effective.

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1.1 Background of Study

Faculty of Computer Sciences and Information Technology is still using the

old fashion one or in other words manual system which means they are still using

papers for their records and documentations. In order to make the process easier and

quickly, faculty need to improve their performance.

For Administrator Department, their daily processes such as leave, payroll and

others usually stored in files and folders. Claims management is also done in the same

way. All of the claims are usually managed by manual procedure.

Claims can be categorize into different types such as travel claim, medical

claim and overtime or support claim. The forms of claim also have many types and

version. The problem is when the staffs had to fill in the form which contains many

things. They need to fill all the particulars in the form and it is waste of time to fill the

same particulars like name, department name, address, phone number and other for

each form.

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As we know, human are prone from making mistakes. To fill different forms

makes the potential of errors such as error in calculating the total amount, error in

writing the description and so on are higher and to check previous claims will make

them bored. To do the claims process has a fixed time and date to finish. All of the

claims will be recorded and give to the higher officer for approval. The most important

thing is all the claims must be submitted with concrete evidence that show the claims

are legal. For example, if the staffs are making claims about the hotel fees, they must

include hotel receipt and a letter that confirms the claims.

The process must be fast as workers will be mad if their claims cannot be paid

on time. This problem arises when the approval process required a lot of times.

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1.2 Problem Statement

Currently, staff needs to fill in the claim form after they get back to work. This

cause many problems to the staff and admin. The aim of this project is to provide a

system and solve existing problem of manual approach. The problems identified are:

i. Forget to fill the claim form - after came back from traveling, staff need

to do a lot of work and this can make his/her always forgotten to fill the

form

ii. Overdue date - if that staff missed to fill in the form until the due date,

they cant claim anything

iii. Long process of claim - process to get the claim always late, because

many processes or steps must be performed before approving the claim

iv. Paperless - reduce the filling system and make a systematically practice,

support paperless campaign

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1.3 Objective

The objectives to development of E-Travel Claim System would be:

i. To develop an E- Travel Claim System.

ii. To provide a system that able to reduce time duration for claim process.

iii. To manage the staff record claims systematically and efficiently.

iv. To facilitate the dean do validation process easier and save time.

1.4 Scope Of Project

This project will be done for Faculty of Computer Sciences and Information

Technology. There would be the users and the administrator for this system. The Dean

will be the one who will approve the claims. Administrator staff will be the one who

responsible for processing the staff's claims. While the Finance Admin will be the one

who will proceed the claim to payment. The Administrator and Finance staffs will be

the administrators of E-Travel Claim System and the users for this system are all staffs

of Faculty Computer Sciences and Information Technology. This E-travel claims

System is a system that integrates and automates travel claims for staffs in an

organization. It will help staffs to make claims which previously are so hard to do it

manually. There are many types of claims but for this project only travel claim is

selected.

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1.5 Hardware and software requirements

1.5.1 Hardware requirements

To support developing this system, hardware requirements as an

important thing to done the system. Below are the hardware requirement and

the specifications.

Table 1.1 Hardware Requirements

Items Devices Specifications

System Processor Minimum requirement

Intel Pentium 3

Memory

Cache Memory 512MB

Random Access MemoryMinimum requirement

256/512 MB DDR

Storage

Hard Disk Drive 40Gb or above

External Hard Disk 40Gb or above

Network Transmission Speed ISDN/ADSL

Input Devices Keyboard and Mouse Standard Compatible

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1.5.2 Software requirement

For develop this system, need the appropriate software and tools. Below

are the software requirements and the description.

Table 1.2 Software Requirements

Tools User Software Requirement

PHP My

Admin

Appropriate programming language to develop the web-based

system.

SoftwareMozilla Firefox, Google chrome, Internet Explorer as Internet

browser to surf internet.

LanguagePersonal Home Page (PHP), Hypertext Markup Language

(HTML), and Cascading Style Sheets (CSS)

Database MySql - As a database tools to support system data.

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1.6 Significance of Project

i. The target user, staff of the faculty can get more benefit from this

system

ii. Well understood and accepted technology that is easily accessed from

almost anywhere in the world

iii. Enables more effective dispute resolution (e.g. no paper forms being

lost using this system)

iv. Data is uploaded and downloaded in a secure manner

v. Accessible to service provider that have differing levels of access to

technology and staff with technical skills

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1.7 Constraints and Critical Assumptions

The E-travel claim system will help and assist the staff to make claim through the

system. This system also comes with several constraints that can give several problem

and limitation. These constraints are:

i. The system is hanging or slowly loads.

Due to huge database and many image to be load, the sever maybe slowly

to link to one page to another page

ii. Server down

If the web server crash or there is problem will have to be retrieved as soon

as possible.

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1.7 Project Management

The RUP is known particularly applicable to develop software or the system

effectively using the proven techniques. The phase for RUP is inception, elaboration,

construction and transition. Please refer to Appendix A.

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CHAPTER 2

LITERATURE REVIEW

2.1 Introduction

An electronic claim copies the same structure of the manual claim process.

Even it does not have physical structure but it does have a specific structure to make

the process of claim easier and quick than the manual system.

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2.2 Definition of Claim System

A claim is a legal action to obtain money, property or the enforcement of right

protected by law against another party. All staffs in FCSIT have a right to make a

claim. There are many different calculation and range based on their position or

seniority. Claims can be categorized into different few types like travel claim, medical

claim, and overtime claim. But in this system, only travel claims only can be claimed.

In general, all these claims must be separated according to the types and the status of

the claims. For example, travel claim should be separately from medical claim and

overtime claim. Claims to be process must be forwarded to the appropriate command

claim. All affirmative claims should be entered into the affirmative claims computer

database. Claims procedure is a process of request the claims. Normally, the staffs will

start making their claims by accessing the intranet portal to get the claim forms. If the

forms are not included in the portal, then the staffs need to go to the Administrator

Office to get the claim forms. The data like name, staff ID, department name, address,

phone number and other fields need to be filled and after that they have to get the

approval from the Dean before they can submit the claims to the Financial Department

in order to get the payment .

In the research to the similar system will be developed, each system has a

strength and weakness. Below are similar systems or related system to make a

compare and contrasts.

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2.3 Case Study ofMarine Corps Tactical System

Typical travel expenses incurred by the employee are: lodging, rental car and

fuel and airport parking. A central government travel agency purchases plane tickets.

The entire travel claim consists of an original form, a copy of government issued

itinerary for plane tickets, rental car, fuel, lodging, and parking receipts.

These forms are submitted in triplicate and are then hand carried over to the

employee's division administrative technician, who then logs the employee's name and

necessary information into a logbook, by hand. Forms are consolidated, and once a day

carried over to the travel managers' office. One copy is logged into a computer

managed solely by two travel managers. Next the same basic information that was

written into the logbook, for tracking, is entered into the computer. One copy is

maintained in the folding file, and the travel manager uses the folding file to reconcile

overdue accounts by going through the log file by hand and reviewing the date the

travel claim was submitted.

The other 2 copies are taken once a day by hand to the Camp Pendleton

disbursing. At the disbursing office, the travel claim is entered into a tracking

database, and if the travel claim has been submitted correctly then the appropriate

reimbursement is direct deposited into the employee's account.

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MCTSSA's travel manager can view disbursing tracking database but it does

not communicate with MCTSSA's own internal tracking database. Once the direct

deposit has been made, a receipt of the deposit is hand carried back to the MCTSSA

travel manager, then carried to the division administrative technician and finally to the

employee.

Once the MCTSSA travel manager receives the direct deposit receipt he the

removes the paper copy from the paper folding file and retains it for another 3 years in

an archive. The current system is an inefficient combination of a manual, paper based

system and database management. The modules in this new system are creating,

modify and view travel claims. Below are the screenshot for this MCTSSA system:

Figure 2.1 Login Page of MCTSSA System

This is login page for MCTSSA staff which staffs need to enter username

and password to make claim.

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Figure 2.2 Main Page of MCTSSA System

This is the main page which staffs need to choose either create a newclaim, modify existing claim or delete the previous claim that already made.

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Figure 2.3 Apply Claim Page

In order to submit the claim, staff of MCTSSA need to insert reference

number of receipt that has been expense while do outside work.

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2.4 Case Study of Oregon Employment Department

Behold on this online claim system by Oregon Employment Department which

is based outside Malaysia, these system process claim a week of unemployment

benefit once the claim is establish, can see the status of current weekly claim report,

restart the Oregon claim (use if claim is established and now unemployment after a

period of work or if there is a gap in weekly reporting.), file a new claim for Oregon

unemployment benefits. This system also views the claim balance and expiration date

and weekly payment detail. Unfortunately, the system only displays the status of

claims online to have enrolled only. Registration of new members for the claim can

only be done manually, where those who want to make a new claim, must download

the form on the website and send it either by fax or directly to the office. Below are the

screenshot for this Oregon Employment Department system:

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Figure 2.4 Main Page of Oregon Employment Department System

This main page of Oregon Employment Department System, this system

only provides claim form for the users who register with them.

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Figure 2.5 Login Page of Oregon Employment Department System

To start make any claim, Oregon employment provide SSN (Social

Security Number). Only registered user allowed to made claim with Oregon

Employment Department.

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2.5 Comparison

Based on the findings of the same system as the system to be developed, E-

Travel Claim system has own strength compare another system because original

manually claim process now can use online anywhere for FCSIT staffs. This system

develop can to be intelligent system for assist the staff when use it. Also using e-mail

and relate with this system directly to get faster claim information in accordance with

era technology.

ItemMarine Corps

Tactical System

Oregon

Employment

Department

E-Travel Claim

System

Module

Login

Create Claim

Modify Claim

Apply Claim

Approval Claim

Interactive Interface

User Friendly system Not really Not really

Table 2.1 Comparison for all Case Studies

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2.6 Summary

In this chapter, doing the research for the system before we develop the system

is a good practice for all the developer. Planning all the work start from proposing the

topic until implementing the project is an important step. An electronic claim copies

the same structure of the manual claim process. Even it does not have physical

structure but it does have a specific structure to make the process of claim easier and

quick than the manual system.

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CHAPTER 3

RESEARCH METHODOLOGY

3.1 Introduction

This chapter describes the research methods used for development of E-Travel

claim system. Research methodology is a set of procedures or methods used to conduct

research. There are two types of research methodologies. These two types of

methodologies are qualitative methodologies and quantitative methodologies. Both

methodologies will be used during the development phase. Qualitative research

involves the use of qualitative data such as interviews, direct observations, survey and

analysis of documents and material. Questionnaire and documents review are the

research method used for developing E-Travel claim system. These research methods

are important to gather information such as users preferences, opinions and

suggestions.

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3.2 Data Collection Methods

Questionnaire is used in this research to elicit information and to get feedback

from users. Questionnaire encompassed of a series of questions for the purpose of

gathering data or information from potentially a large number of respondents. One of

the advantages of questionnaire over other types of data gathering methods is that it is

inexpensive and does not require as much effort from the questioner as compared to

face-to-face survey or tele-conversation type of survey. These are the steps taken to

design a questionnaire for this dissertation purpose:

i. Objectives of the survey are defined

ii. Designed the questionnaire by creating the questions

iii. Administered the questionnaire

iv. Results interpretations.

Questions are designed to gather either qualitative or quantitative data. Qualitative

questions are designed with more care and required well administration and 50

interpretations, generally it requires more thoughts from the participant, whereas

quantitative questions are more exact if compared to qualitative questions. The aim of

this questionnaire survey is to understand the user requirement. The results and

information gained from this questionnaire can help in designing the E-Travel claim

system. This can ensure consumers satisfaction and meet their requirements.

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3.3 Data Analysis Methods

The survey questionnaires were distributed to respondents

with electronic form. 50 respondents were invited to complete the

questionnaires. These questionnaires were distributed to the public

or the users at the FCSIT randomly. The Result of Questionnaire is on

Appendix A. 16 out of 50 respondents have completed and respond

to the questionnaire. Not all the questionnaires distributed to

respondents with full participation, some of them refused to join

reason being they didnt show their interest on this topic of survey,

they had limited time allocated for this survey, they had limited

knowledge of this researched topic and there were no rewards

earned upon completion of the survey questionnaire. The objective

for this questionnaire survey is to understand the consumers

opinions and their requirements. The results and information gained

from this questionnaire can help in designing the e-Travel Claim

System. This can ensure satisfaction to the users and meet their

requirements after delivering the system.

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3.4 Software Development Methods

Software Development Methods is referring to the documented collection of

guidelines, procedures and standards intended to ensure the development of quality

application systems that meet the users requirements in an efficient manner. The

system development methodology involves a series of operations and procedures that

are used to develop an application or system. In this section, the type of development

process model to be used for the E-Travel Claim system will be discussed.

Figure 3.1 Rational Unified Process Phase

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For this system, Rational Unified Process has been choosing as methodology.

Every stage entails thorough actions to be taken to ensure that the proposed

system is developed to fulfill its purpose. The following describes the steps

taken in each stage:

i. Stage 1: Inception

The project planning starts in this phase. First, the information is

gathered from the management staff and the end users about the current

system and also the expected system. Then, the scope, objectives and

the goals for the proposed system is set up

ii. Stage 2: Elaboration

For this project, RUP (Rational Unified Process) is used as project

methodology. In the initial study phase, study the situation of manual

claim system in FCSIT taken as a reference. From that, the problem

statement of the system can be defined throughout the observation. It

will become the objective for the system.

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iii. Stage 3: Construction

The main objective of this phase is to design the new system. In the

third phase, all output, input, interface and process will be identified. In

addition, all design control whether internal and external controls,

including control via computer or manually built. This is to ensure

system to be built is reliable, accurate, easy to maintain and safe to use.

This design will be specified in the Design Specification Systems. This

report will be presented to staff FCSIT and supervisor for comment and

approval. Involvement User and supervisor of this project are critical to

avoid any confusion about what could be implemented by the new

system, how to implement it and what is the cost involved.

iv. Stage 4: Transition

The new system will be installed and adjusted to the environment

users. In this phase, a system that works successfully and

documented as a complete information system will be provided.

This phase also involves writing a program, test, and document

and finally when the system is successful, the system will be

placed on the user's location.

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On Core Process Workflow have 6 sequences of activities that produce a result.

First activity which is business modeling work during inception phase and elaboration

phase which is all information such as scope, objective and goal consolidated and will

be used during the development of the system.

i. Requirement workflow

Describe functional of E-Travel Claim System, it bring on

together with the scope, objective and goal. This phase will

determine either this requirement achieve the goal or not.

ii. Analysis and design workflow

Will show how system will be in realize based on architecture

diagram, use case diagram, sequence diagram and class diagram.

iii. Implementation workflow

On this workflow it runs with the requirement of the system.

Implementation workflow runs on all phases same goes businessmodeling. It is carry the entire requirement to ensure the system

achieve the objective and goal.

iv. Testing workflow

Work on construction phase, on this part the system will be testing

and evaluate. This rapid process will run until the system meets

the requirement.

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v. Deployment workflow

Run on end of construction phase and transition, this is the final

step which is the system will distribute to the end-user.

3.5 Summary

This chapter discussed about the method used in the development of E-Travel

Claim System. Documents review and distribution of questionnaire have been used as

data collection research instruments.

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4.2 Background of the Current System

Normally, most mistakes in the claim process are caused by management

process neglect. Therefore, computerized system is introduced to replace the manual

system to ensure safer operation and even benefit the environment. Based on the

preliminary study of the current system of claim process at the company, they still

applying manual system which is paper-based. Here, paper-based refers to the

exclusion of computerized system and focused more on filing and the usage of

transaction output such as receipt, account book or service manual. The existing

process claim in FCSIT is currently recorded in manual form. The administrator will

keep the receipt and the form is filled by the affected staff. Finally, the form will be

submitted to the dean for approval. After approval is granted, the administrator will

calculate the total and draw out the cheque.

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Figure 4.1 Data Flow Diagram in Manual System

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Back from outsidework

Fill form manually

Submit to dean

Give form to admin

staff

Decision

Reason

Proceed to payment


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4.3 User Requirements

E-Travel Claim System should enable the staff to claim their travel expenses

that have been used outside of the work area. Based on a questionnaire survey was

done, the user interface should be simple and easy to use and the system should enable

the staff to register and update personal data.

4.4 System Requirements

The requirement of the system will be described in terms of functional

requirements and non-functional requirements.

Functional requirements describe what a system does or is expected to do. It is

often referred as its functionality. It is the activities that the system must perform. The

basic functional requirements in this system are:

The non-functional requirements are related to the functional requirement but

differ from their purpose. These requirements are important to be focuses on, because

of their effected to the application that lead to the system that can be improved. A non-

functional requirement is a requirement that specifies criteria that can be used to judge

the operation of a system, rather than specific behaviors.

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4.4.1 Functional Requirements

i. Online Form Module.

Staff can claim travelling expenses online (web-based system)

anywhere and anytime.

ii. Login Module

To access the system, user must enter the username and password.

Level to access the system is different to staff, dean and administrator.

iii. Calculation Module

This module is responsible to calculate travelling mileage and other

related things.

iv. Alert Module

This module is used to give a notification for about claim status using

e-mail and alert at the system will late to claim.

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4.4.2 Non-Functional Requirements

i. User friendly

The application required to have a user friendly interface to ensure the

user can be understand.

ii. Accessibility

The accessibility is a general term used to describe to which an

environment is accessible by user or anyone that used the system.Accessibility can be viewed as the ability to access the functionality of

the algorithm that implement in coding phase.

iii. Response time

The interactivity while the image being loaded and the algorithm that

are being implemented in coding module must follow the timing

schedule to be as fast as possible to avoid the error in this application.

4.5 Summary

This chapter discusses the user requirements which include the functional

requirements and non-functional requirements of the system. In functional

requirements part, there being identified and implement the algorithm techniques for

the major module of this application. While, the non-functional requirements

describing the performance of this application towards their objective in determining

the techniques on applying algorithm on object detection.

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CHAPTER 5

DESIGN

5.1 Introduction

This chapter identifies the objectives of the design, the system for the

design, and the database design. Here show how the appearance of the interface

between the administrator and user. This section also explains how the system moves

rough outlook before the system is developed. The system uses a model system such as

use case diagrams, activity diagrams and ER diagrams.

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Figure 5.1 E-Travel Claim System Architecture design

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5.3 Database Design

These activity diagram views in general for each function that is included in

this system.

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Fill onlineform

Submit toadmin

Check &submit to dean

Decision

Proceed topayment

Keep data indatabase

Alert byemail

Reason


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5.3.2 Use Case Diagram

These use case diagram captures system functionality as seen by users. A use

case diagram shows use cases, actors and their relationships.

Figure 5.4 Use case Diagram

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Login

RequestClaim

EditInformation

Check

Approval

ClaimAuthentication

Logout


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5.3.4 Sequence Diagram

Sequence diagrams model the dynamic aspects of a software system. The

emphasis is on the sequence of messages rather than relationship between objects. A

sequence diagram maps the flow of logic or flow of control within a usage scenario

into a visual diagram enabling the software architect to both document and validate the

logic during the analysis and design stages.

Figure 5.5 User Authentication Diagram

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Figure 5.6 Fill in Form Diagram

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Figure 5.8 Edit Information Diagram

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5.3.5 Class Diagram

Class diagram in UML shows the static structure of the systems by the systems

classes, attributes and the relation among the classes. It is used for a wide range of

purposes, including both detailed design models and conceptual/domain modeling.

Class Diagram submission application shows how the entities of the system are related

to each other and the relation between these entities.

Figure 5.9 Class Diagram Submission Application

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5.4 Interface Design

Will make use of the existing Web Browsers such as Google Chrome or

Mozilla Firefox. The user-interface of the system shall be designed as shown in the

user-interface prototypes. Interface design is very important for the user because the

user often judges the quality of the system with it. The system has a friendly user

interface which is designed by using GUI techniques.

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Figure 5.10 Login Page For E-Travel Claim System

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Figure 5.11 Register Staff Page

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Figure 5.12 Approval Form Page

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5.5 Summary

This chapter presented the E-Travel Claim System design from all aspects by

providing the various, yet relevant, diagrams that exhibit the designs of this

application. The E-Travel Claim System functional requirements are incorporated into

the design shown in various diagrams. Moreover, this chapter also provides the data

structure design, algorithm design and graphical user interface (GUI) design of the E-

Travel Claim system.

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Appendix A

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Appendix B

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